Clearinghouse

Clearinghouse is a feature that allows you to create forms on your website for potential players to submit their information and be added to shared rosters in GameDay.

Creating player registration forms

1. Login to your website and click on the Website tab

2. Navigate to the section where you want the form to be stored. You can also create a new section to store the form by following the instructions on this page.

3. Click [add here] on the right under Options

4. From the Content Type dropdown menu, select "Form: player"

5. Click Continue

6. Fill in the Name and Title fields. The Name will display in the backend of the site and in the URL for the page. The Title is the text that will display at the top of the form. Click Continue at the bottom of the page.

7. Select the Sport and Season using the corresponding dropdowns:
   

   

8. Complete the following settings:
   Include captcha - This is a type of challenge-response test used to ensure that the response is generated by a human being.

   Confirm submission - Decide whether you want your users to confirm their form before submitting. 
   Automated e-mail response - Every person submitting the form will receive a standard email confirmation upon submission. Add text here to include your own custom message.

   Admin contact information - Information placed here will be included in the email confirmation sent to people submitting the form. This will allow your those submitters to easily find the appropriate contact related to the form.

   Notify email address - The email addresses placed here will receive an email notification every time a person submits the form. If you are adding multiple emails addresses to receive notifications you will need to separate each one with a comma. (ex. jsmith@college.edu,mjohnson@university.edu)

9. Click Continue

10. On this page you will be able to build the body of your form. Decide what contact info to collect, add questions and text, and drag them into the order you want.

Contact information - This area is required on all forms since the submissions are tracked by the email address that submitted them. The following fields are required for the form:

• Email address

• Birth Date

• First name

• Last name

• Height

• Weight

• Hometown

Click "edit" in the contact information block to hide the optional fields, make fields required, make fields optional, or to hide the fields. It’s recommended that you make the Coach email field required so the player has to enter that information to notify the coach that their player is requesting to play on another team. They can put more than one email address in the form if they separate each email address with a comma.

Add question - Click the "add question" button to insert your question. From the "type" drop down you can choose text, date, paragraph text, tick boxes (check boxes), multiple choice or choose from a list (dropdown menu). Text placed in the "supporting text" field will be shown below your question in italics. This can be used to help clarify your question or give additional details.

Add text -  Use the "add text" button to add article: rich text within your form. This can be used to add section titles, paragraph text, images, etc. within your form.

11. Drag and drop your questions, text, and contact information fields to change the order. You can "edit" these fields at any time

12. Click Save changes to create the form

13. You can now send out the URL for the page and connect the form to navigation menus on your website

Video instructions:

Manage your form submissions

When your players submit a form on your site three emails will be sent:

1. Form confirmation email sent to form submitter: This will include a direct link to a summary of the form they submitted along with their answers. This will also include the form administrator's contact information which you added to the "Settings" page of the enhanced form.

2. Email notification sent to everyone included in Notify email address field: This will include a direct link to a summary of the form they submitted along with their answers.

3. An email will be sent to everyone listed in the Coach Email field on the form

Another way to track the form submission is to use the "Submissions" tab.

1. Sign into your site and click on the Website tab

2. Navigate to the appropriate section where your player registration form is located

3. Click on the file name

4. Click into the Submission tab
   Here you will see a summary of all form submissions. A few features to note:

   Find - Start typing in this field to filter your form submission. You can search specific names, email addresses, or answers to your questions.

   Column sorting - Click the column headings to sort the form submission. Click again to sort in the reverse order.

   Column drop down menu - This drop down menu will allow you to view the summary of answers for the different questions on your form.

   View - Click the [View] link to see the full form submission details. This page will give you the option to download the submission to a PDF file, view on your site, and browse between each form submission.

   Download - Use the [summary], [Excel], and [CSV] links to download all of your submissions in different formats.
   Team- This field will show which team the player has been assigned to.
   Approvals/Rejections- This field will show whether the player has been approved or rejected to play by their coach.

Reviewing the forms and assigning players to teams

1. Sign into your site and click on the Website tab

2. Navigate to the appropriate section where your player registration form is located

3. Click on the file name

4. Click into the Submission tab

5. Click view next to the form you want to review

6. Scroll to the bottom of the page to check to see if the player was approved or rejected by their coach. If the coach hasn’t approved yet, those fields will be empty.

7. Select the team to add them to using the dropdown menu

8. Enter their uniform number

9. There are three options to add them to the roster:
   Add to Roster- This will add the player to only the shared roster
   Add to Bio- This will add the player to only the website roster
   Add to All- This will add the player to both the website roster and the shared roster

10. Repeat these steps to add assign more players to teams

Video instructions: